Features Your Business Should Look For When Choosing a Document Management System

Posted April 9, 2018byDean

Document Management Systems are experiencing a rise in demand in the UK, due to small and large business needs to be more time efficient, cost-effective and waste conscious. These systems are designed to digitise physical paper documents (such as VAT receipts, personnel records, return & delivery sheets) into various types of electronic files, like PDF’s, which can then be stored and shared between staff in one office or across staff in different departments. Furthermore, with new data collection laws such as the GDPR (General Data Protection Regulation) inbound, the structures involved in ensuring data is hosted in a responsible way is more crucial than ever.
We have compiled a list of the three key features that you should be looking for when searching for a Document Management System for your business.

Search and Integration:

• Simply put, your new document management system should allow your staff to easily search for the vital information that they need. Documents hidden away in folders may take a lot of time to find, slowing down transactions or other business processes. However, systems such as FileDirector, integrate with pre-existing programmes such as email clients and image-enhancing software to allow staff to quickly search for and locate the files that they need.

• Crucially, this means that, for example, if one file is locked on a computer belonging to one member of staff in one department but is needed by another member of staff in a separate department, whereas before the file would need to be located in the correct folder on the correct computer, now the document can easily be found in FileDirector by the member of staff who needs it by simply searching on their own computer.

Ability to Scan:

• Furthermore, your system needs to be compatible with a wide range of scanners. You may decide on one scanner for one function or department, though this may not be the ideal choice for another function or department. Choosing a document management system that can work across a broad range of scanners is the starting point for daily time-saving.

Security:

• Systems, now more than ever need to be able to restrict who can see specific folders and files. Administrators can set up permissions and grant access to certain members of staff from one department to another, allowing for peace of mind. Whilst files such as delivery sheets or VAT receipts may need to be viewed by Administration and Procurement departments, amongst others, private information such as staff and medical records may be restricted to a handful of people within the company.

These are the basic features that you will find in all good document management systems and are the building blocks to a more cost-effective business.

Cloud connectivity is also a useful feature to consider, allowing for users with permission (granted by administrators) to search for and locate documents over the internet, as opposed to through wired network connection. This is useful for users who need to remotely access important data either on laptop or smart device. Other more technical features, such as Zonal OC, Full Text OCR (Optical Character Recognition) or Barcode Recognition aid ease-of-use for staff. This is due to the way in which a simple search for specific word or serial number to unlock information locked in the document.

All these features, plus Cloud Connectivity, are available on FileDirector and FileDirector Cloud and will even further enhance your business’ document management.

Overall, it is not hard to see why a growing number of UK businesses are turning to Document Management Groups to aid them in their transition from physical to digital. Office space, originally used for filing cabinets, is freed up. Hours are saved searching for documents in archives stored on a computer lost in another department. Businesses are more able to comply with data protection laws by administrators setting allowances. Though, most importantly, thousands of pounds are saved on an annual basis which allows for reinvestment in other areas.

If you would like more information regarding The Document Management Group’s excellent range of management systems, please contact sales@thedmgroup.co.uk or visit www.thedmgroup.co.uk